CC 2015-06-09_08f Agreement with Grover Beach for Dispatching Services p,RROYO
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INCORPORATED 7-
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* JULY 10. 1911
c441FOR '% MEMORANDUM
TO: CITY COUNCIL
FROM: ROBERT MCFALL, INTERIM CITY MANAGER
SUBJECT: CONSIDERATION OF AGREEMENT BETWEEN THE CITY OF
ARROYO GRANDE AND THE CITY OF GROVER BEACH FOR THE
PROVISION OF FIRE, RESCUE AND EMERGENCY MEDICAL AID
DISPATCHING SERVICES
DATE: JUNE 9, 2015
RECOMMENDATION:
It is recommended the City Council approve and authorize the Interim City Manager to
execute an agreement between the City of Arroyo Grande and the City of Grover Beach
for the provision of fire, rescue and emergency medical aid dispatching of services
provided by the Five Cities Fire Authority (FCFA).
FINANCIAL IMPACT:
The dispatch agreement requires a payment of $5,890.17 per month commencing July
1, 2015, for a total annual cost of service of $71,762. This represents an increase of
$32,546 over the previous year cost of $39,216. These funds are available and
budgeted in the FY 2015-16 General Fund budget
BACKGROUND:
Fire Services for the Cities of Grover Beach and Arroyo Grande and the Oceano
Community Services District were consolidated in June of 2010 with the creation of the
Five Cities Fire Authority (FCFA). At the present time, the City of Grover Beach is
providing fire and emergency medical aid dispatch services for the entire Five Cities
Fire Authority areas.
In 2008, the City of Grover Beach entered into an agreement with the Oceano
Community Services District (OCSD) for fire, rescue, and emergency medical aid
dispatch services and has since been providing that service. At that time, OCSD
agreed to pay $1,518 per month ($18,216 per year) which was based on a cost analysis
on a Call For Service (CFS) basis. Fire, rescue, and emergency medical aid dispatch
services for Arroyo Grande were being provided by the Arroyo Grande Police
Department, until such services were transferred to the San Luis Obispo County Sheriff
in 2014. As a result, the City of Arroyo Grande entered into an agreement with the City
of Grover Beach for fire, rescue, and emergency medical aid dispatch services and has
since been providing that service. Initially, the costs for dispatch services were based
Item 8.f. - Page 1
CITY COUNCIL
FIRE, RESCUE AND EMERGENCY MEDICAL AIDE DISPATCH AGREEMENT
JUNE 9, 2015
PAGE 2
upon the same costing method used for the OCSD in 2008 and the City of Arroyo
Grande agreed to pay $3,268 per month ($39,216 per year) which was based on a cost
analysis on a Call For Service (CFS) basis.
ANALYSIS OF ISSUES:
Grover Beach recently reviewed the current costs and revenues associated with
providing the fire related dispatch services. In 2014, Grover Beach police staff met with
the FCFA and reviewed the service needs necessary to adequately provide those
services. As a result of the discussions, the City of Grover Beach increased the
dispatch staffing by one full time dispatcher, increased the overtime to cover the
necessary shifts, increased Information Technology and administrative oversight.
After a complete review of the service needs to providing FCFA dispatch services, the
City of Grover Beach determined the total dispatch budget costs associated to the Five
Cities Fire Authority for FY 2015-16 is estimated to be $149,504. Grover Beach applied
the current cost sharing formula used by the FCFA - 48% to Arroyo Grande, 33% to
Grover Beach and 19% to OCSD, to this estimated cost, and determined the following
apportioned costs;
The City of Arroyo Grande $71,672
The City of Grover Beach $49,426
The Oceano Community Services District $28,406
This represents an increased cost to Arroyo Grande in the amount of $32,546 for FY
2015-16.
As this amount is the result of an updated assessment of need after a full year of
operation, it is anticipated future increases would be representative of only annual cost
of service adjustments, primarily as a result of normal salary increases and application
of whatever cost sharing formula the FCFA JPA uses. It is also anticipated that in the
future, dispatch services will be directly incorporated into the FCFA budget, eliminating
the necessity of Arroyo Grande having a separate dispatch agreement.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve the agreement for fire, rescue, and emergency medical aid dispatch
services with the City of Grover Beach.
2. Determine alternate means to provide dispatch services.
3. Do not provide dispatch services.
4. Provide direction to staff.
ADVANTAGES:
At this time, contracting with the City of Grover Beach to provide dispatch services
appears to be the most effective and economical means to provide the necessary
Item 8.f. - Page 2
CITY COUNCIL
FIRE, RESCUE AND EMERGENCY MEDICAL AIDE DISPATCH AGREEMENT
JUNE 9, 2015
PAGE 3
dispatch services, and ensures dispatch coordination with the communities of Grover
Beach and OCSD.
DISADVANTAGES:
The proposed agreement represents an increase of $32,546 to the General Fund
budget, removing those funds from being available for other city services.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, June 4, 2015 and on the
City's website on Friday, June 5, 2015. No comments were received.
Attachment:
1. Agreement Between the City of Grover Beach and the City of Arroyo Grande for the
Provision of Fire, Rescue and Emergency Medical Aid Dispatching Services
Item 8.f. - Page 3
ATTACHMENT 1
AGREEMENT BETWEEN THE CITY OF GROVER BEACH
AND THE CITY OF ARROYO GRANDE FOR THE PROVISION
OF FIRE, RESCUE, AND EMERGENCY MEDICAL AID
DISPATCHING SERVICES
THIS AGREEMENT is made and entered into this 1st day of July, 2015, by and between
the CITY OF GROVER BEACH, a public entity, hereinafter called "GROVER BEACH and the
CITY OF ARROYO GRANDE, hereinafter called "ARROYO GRANDE".
RECITALS
A. WHEREAS, the Five Cities Fire Authority has requested that ARROYO GRANDE
fire, rescue, and emergency medical aid dispatch services be dispatched by the
GROVER BEACH and
B. WHEREAS, the Five Cities Fire Authority has requested that all fire, rescue, and
emergency medical aid dispatch services for the entire Five Cities Fire Authority
areas be dispatched from a single entity, thereby delivering efficient fire, rescue
and emergency medical services; and
B. WHEREAS, the parties to this Agreement have the authority to provide
emergency fire, rescue, and medical dispatch services; and
C. WHEREAS, the parties desire to enter into this Agreement to enable GROVER
BEACH to provide fire, rescue and emergency medical aid dispatching services to
ARROYO GRANDE.
NOW, THEREFORE, the parties hereto mutually agree as follows:
1. GROVER BEACH shall provide computerized dispatch of all fire, rescue, and
emergency aid service needs by ARROYO GRANDE. GROVER BEACH shall
utilize its existing Fire/EMS Computer Aided Dispatch System and most current
operations procedures in effect ("Dispatch System") for dispatching all such
services. The dispatching services will include, but are not limited to, (a)
communicating to the Five Cities Fire Authority all emergency fire, rescue and
medical aid notifications, and (b) providing radio communications for day-to-day
operations of and services for the Five Cities Fire Authority. Day-to-day fire
department operations and 911 public service calls will be tracked in accordance
with existing GROVER BEACH operations procedures. The services described in
this paragraph 1 shall be referred to as the "Dispatching Services".
2. GROVER BEACH will coordinate with the Five Cities Fire Authority for any day-to-
day operational needs that the Five Cities Fire Authority has regarding the
dispatching services.
3. All personnel required to operate the Dispatch System shall be employed by
GROVER BEACH.
4. ARROYO GRANDE shall pay for any related costs, additional connections and
equipment, or upgrades that both parties agree are required in their system, or
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Agreement: Dispatching Services
Page 2
GROVER BEACH system, including hardware and software, required for
connection to GROVER BEACH systems that do not exist at the time this
Agreement is executed. GROVER BEACH will provide the specifications and
costs required for connection or for service to ARROYO GRANDE for
authorization prior to any purchases being made.
5. GROVER BEACH and ARROYO GRANDE shall have the right to request and
obtain, subject to all applicable confidentiality laws, any and all CITY records
pertaining to the services provided under this Agreement. Both parties agree to
meet at the request of the other party to resolve matters of dispute concerning the
provision of services under the Agreement.
6. This Agreement shall be effective as of July 1, 2015. This Agreement may be
terminated at any time by either party, with or without cause, by providing notice in
writing tendered to the other party no less than least ninety (90) days of its
intention to discontinue services and thereby terminate said Agreement.
7. Each party agrees to indemnify and hold harmless the other party, its officers,
agents, and employees from and against any and all claims, demands, losses,
defense costs, or liability of any kind or nature that either party, its officers, agents
and employees may sustain or incur or that may be imposed upon them for injury
to or death of persons, or damage to property as a result of, arising out of, or in
any manner connected with the indemnifying party's performance under the terms
of this Agreement, excepting only liability solely arising out of either party's
negligence or intentional acts.
8. ARROYO GRANDE shall pay GROVER BEACH the sum of$5,980.17 per month
commencing July 1, 2015 for the duration of this agreement, unless otherwise
amended by mutual agreement of the parties. GROVER BEACH shall invoice
ARROYO GRANDE each month. ARROYO GRANDE shall make payment to
GROVER BEACH within thirty (30) days after receipt of the invoice.
9. This Agreement and any exhibits attached hereto and incorporated herein
encompass the entire Agreement between the parties.
10. This Agreement may not be modified, orally or in any other manner, except by
amendments in writing signed by both parties.
11. This Agreement may not be assigned by either party without the prior written
consent of other party.
12. If a dispute arises in connection with this Agreement, and if said dispute cannot be
resolved by negotiation, the parties agree first to try in good faith to settle the
dispute by mediation, before resorting to litigation, or some other dispute
resolution procedure.
13. In the event of litigation connected to this Agreement, the prevailing party shall be
entitled to recover its costs and reasonable attorney's fees from the other.
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Agreement: Dispatching Services
Page 3
CITY OF GROVER BEACH CITY OF ARROYO GRANDE
Robert Perrault, City Manager Robert McCall, Interim City Manager
Approved as to Form: Approved as to Form:
Martin D. Koczanowicz, City Attorney Heather K Whitham, City Attorney
Item 8.f. - Page 6